Administrative Coordinator

Role Overview

The Administrative Coordinator will oversee and manage multiple facets of property development projects to ensure smooth execution from inception to completion. This includes handling project progress, approvals, vendor management, and reporting to management.

Key Responsibilities

• Maintain a comprehensive master list containing all active property projects.
• Monitor every project stage from land acquisition through to handover, including approvals, design, construction, marketing, and sales.
• Liaise and follow up continuously with architects, engineers, contractors, consultants, and relevant government bodies.
• Ensure project timelines are up to date and promptly inform management about any delays.
• Organize and maintain all critical project documentation such as title deeds, encumbrance certificates, property surveys, planning permissions, and building approvals.
• Coordinate with legal teams and consultants responsible for liaison and obtaining approvals.
• Track the status of all applications, submissions, and pending approvals related to the projects.
• Maintain a calendar to monitor renewal dates and expiry of licenses and approvals.
• Maintain a detailed directory of vendors including contractors, architects, engineers, surveyors, lawyers, brokers, and related consultants.
• Collect quotations from various vendors and prepare comparative statements to assist decision-making.
• Follow up on issuance of work orders, invoice payments, and pending deliverables to ensure smooth operations.
• Compile weekly management information system (MIS) reports that cover project-specific progress, budget versus actual expenses, pending approvals, construction status, receivables and payments, sales updates, and highlight critical issues requiring management intervention.

Additional Details

This role requires a meticulous approach to project documentation, strong coordination skills with multiple stakeholders, and effective communication for reporting to senior management.